When must I provide the written statement?

Within 28 days of the tenancy becoming an assured tenancy. For tenancies that were already running when the new regime began on 1 May 2026, the required written information had to be provided by 31 May 2026. If you missed that date, serve it now and keep dated proof of delivery.

Can my tenancy agreement count as the written statement?

Yes. A written tenancy agreement covering the prescribed terms satisfies the duty, provided you also give the tenant the government information sheet. If your agreement predates the Renters’ Rights Act and references fixed terms, break clauses or Section 21, use a current periodic version instead.

Do I need to reissue agreements for existing tenants?

No. GOV.UK confirms you do not need to change or reissue valid existing written agreements. If you already held a written record, you only needed to give existing tenants the government information sheet by 31 May 2026.

Free Written Statement of Terms Template: UK Landlords 2026

Q: What is the written statement of terms?

It is a written record of the key terms of an assured tenancy that every landlord in England must give their tenant under the Renters’ Rights Act 2025. It can be the written tenancy agreement itself or a separate record of the terms, and it must be served with the government-produced information sheet. The required content is set by the Written Statement of Terms etc Regulations 2026 (SI 2026/324).

Q: What is the penalty for not providing it?

It is a civil breach enforced by local authorities. GOV.UK guidance sets a starting point of £4,000, with a maximum civil penalty of £7,000 for a breach under the Renters’ Rights Act. A second breach within five years can attract a higher penalty and, in serious cases, a banning order.

About This Template

The written statement of terms is the newest piece of mandatory landlord paperwork in England. The Renters' Rights Act 2025 inserted a duty into the Housing Act 1988: every assured tenant must be given the key terms of their tenancy in writing within 28 days, together with a government-produced information sheet. The required content is set by the Written Statement of Terms etc Regulations 2026 (SI 2026/324).

Miss the deadline and the local authority can issue a civil penalty with a £4,000 starting point, up to a £7,000 maximum. This free template covers the prescribed content in a fill-in-the-blanks Word document, with a tenant acknowledgement slip so you keep proof of delivery: your primary defence if a complaint is ever investigated. The wider reforms behind the duty are covered in the Renters' Rights Act guide.

When You Need This Document

Every new tenancy: serve it within 28 days of the tenancy becoming an assured tenancy (build it into your move-in checklist alongside the right to rent check and deposit protection)
Tenancies that converted on 1 May 2026: if you did not give the government information sheet by 31 May 2026, you are already in breach; serve it now with a covering note and keep dated proof
Verbal or informal lettings: there is no longer room for a letting with nothing on paper; this statement puts the essential terms in writing without renegotiating anything

If you already use a current, signed periodic tenancy agreement, that satisfies the duty once you add the government information sheet. This standalone statement is for lettings where terms were agreed without a full written agreement, or where the existing agreement predates the Act.

What the Statement Must Cover

The template includes every element the Regulations require:

Names of landlord and tenant, and the landlord's contact address for service
Property address and the date the tenancy started
The rent: amount, frequency, and how it is paid
How rent increases work under the Section 13 / Form 4A process, including the tenant's Tribunal rights
Who pays utilities and council tax
Safety and fitness standards: section 11 repairs, fitness for human habitation, gas, electrical, alarms and the Decent Homes Standard
The tenant's repair rights and protection from eviction, with references to the relevant legislation
The pet-request process (28-day written response, no unreasonable refusal)
A prescribed-information checklist and a signed tenant acknowledgement slip

Don't Forget the Government Information Sheet

The statement alone does not discharge the duty. You must also give the tenant the government-produced information sheet, a prescribed document you download from the GOV.UK assured tenancy forms page, not something you write yourself. Download a fresh copy for each tenancy in case the government updates it, and serve both documents together. A landlord who serves the terms but forgets the sheet has not complied, and the penalty applies to the whole package.

Serving It and Proving It

Hand delivery with a signed acknowledgement: the most secure method; the template includes the receipt slip
Email: acceptable where the tenant uses email for correspondence; attach both documents as PDFs and ask for a short "received, thanks" reply
Tracked post: effective, but keep the tracking record; plain first-class post leaves you with no proof of receipt

Keep your proof for the life of the tenancy plus six years. If the council investigates a tenant complaint, the burden is on you to show you served the documents on time. The full enforcement process, from penalty notices and representations to appeals at the First-tier Tribunal, is covered in the written statement of terms guide.

What's Included in the Download

Editable Word (.docx) format: complete on screen or print and hand-write
All prescribed content areas: parties, property, tenancy start, rent and Form 4A increases, deposit, bills, safety and repair rights, eviction protections, pets
Prescribed-information and attachments checklist, including the GOV.UK information sheet
Tenant acknowledgement slip for dated proof of delivery
Updated for the Renters' Rights Act 2025 and the Written Statement of Terms etc Regulations 2026

FAQs

What is the written statement of terms?
A written record of the key terms of an assured tenancy that landlords in England must give every tenant, served together with the government information sheet. The content is prescribed by SI 2026/324.

When must I provide it?
Within 28 days of the tenancy becoming an assured tenancy. Tenancies already running on 1 May 2026 needed the required information by 31 May 2026. If that was missed, serve it now with dated proof.

What is the penalty for not providing it?
A civil penalty with a £4,000 starting point and a £7,000 maximum, enforced by the local authority. Repeat breaches within five years can bring higher penalties or a banning order.

Can my tenancy agreement count as the statement?
Yes. A current written agreement covering the prescribed terms satisfies the duty, as long as the government information sheet is served with it.

Do I need to reissue existing agreements?
No. Valid existing written agreements stand; existing tenants only needed the government information sheet by 31 May 2026.

Free download in editable Word (.docx) format. Enter your email below and we'll send the template to your inbox. You'll also get our occasional landlord newsletter (unsubscribe any time).